Office Associate II

maine; Portland (ME); On-site; USD 39,000 - 55,000; Full time

Job summary

The Department of Health and Human Services (DHHS) in Maine seeks an administrative support specialist for the Adult Protective and Public Guardianship Programs in Portland. You will manage document scanning, mailings, filing, and archiving while supporting staff during leaves.

Qualifications emphasize modern office practices and independent decision-making. Experience with Outlook, Excel, and MS Word, plus strong phone and data entry skills, is required.

Qualifications

• 1) solid knowledge of modern office practices to perform complex, varied office tasks
• 2) ability to use independent decision-making on processes & information per standard procedures

Responsibilities

• Scan and upload documents into Evergreen data platform
• Prepare certified and restricted mailings and filing
• Maintain records and archive files as appropriate
• E-file public guardianship and conservatorship petitions/documents to probate courts
• Answer phone calls related to OADS services and order office supplies

Skills

Outlook

Excel

MS Word

Receptionist duties

Data entry

Job description

Department of Health and Human Services (DHHS)

Opening Date: September 25, 2026

Closing Date: October 8, 2026

Job Class Code: 6542

Grade: 13 (Admin Svcs)

Salary : $18.53 - $26.68 per hour*

*This is inclusive of a 2.50% recruitment and retention stipend

Position Number: 03050-0015

Location: This is a full-time position located in Portland.

Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.

Core Responsibilities:

• You will be responsible for providing administrative support to the Adult Protective and Public Guardianship Programs located within the Office of Aging and Disability Services, Portland. You will be responsible for; scanning and uploading documents into the data platform, Evergreen, preparing certified and restricted mailings, filing, record retention and sending files to Archive when appropriate e-filing public guardianship and conservatorship petitions and documents to probate courts. You will also be expected to complete other duties as assigned, such as, but not limited to: answering phone calls related to OADS services as requested; ordering office supplies as needed; and working with other staff members to ensure that responsibilities are covered during any staff leave time.

Minimum Qualifications:

• To qualify, your background must include training, education, or experience in office and administrative support work that demonstrates:
• 1) competency in applying a solid knowledge of modern office practices to perform complex, varied office support tasks
• 2) the ability to use independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures.

Please submit a cover letter rating your skills in each of the following tasks/tools as: expert, skilled or novice. If you do not provide this information, your application may not be processed.

Required Skills:

• 1. Outlook or comparable email applications;
• 2. Excel or comparable spreadsheet applications;
• 3. MS Word or comparable word processing applications;
• 4. Receptionist and customer assistance by phone;
• 5. Data entry (entering data and narratives)

Thinking about applying? Research shows that people from historically excluded communities tend to apply to jobs only when they check every box in the posting. If you're currently reading this and hesitating to apply for that reason, we encourage you to go for it! Let us know how your experience and passion set you apart.

Agency information:

The Department of Health and Human Services (DHHS) is dedicated to promoting health, safety, resilience, and opportunity for Maine people. The Department provides health and social services to approximately a third of the State's population, including children, families, older Mainers, and individuals with disabilities, mental illness, and substance use disorders. The Department also promotes public health, operates two state psychiatric hospitals, and provides oversight to health care providers.

District Operations is a statewide unit within the DHHS Division of Facilities Management that coordinates The Office of Aging and Disability Services (OADS) within DHHS is responsible for ensuring the safety, support and well-being of adults throughout Maine.

For additional information about this position please contact Sarah Bennett at [e-mail]

Benefits of working for the State of Maine:

No matter where you work across Maine state government, you find employees who embody our state motto-"Dirigo" or "I lead"-as they provide essential services to Mainers every day. We believe in supporting our workforce's health and wellbeing with a valuable total compensation package, including:

• Work-Life Fit - Rest is essential. Take time for yourself using 13 paid holidays and 3+ weeks of vacation leave annually. Vacation leave accrual increases with years of service, and overtime-exempt employees receive personal leave. When you or immediate members of your family are ill, utilize 12 days of sick leave per year.
• Health Insurance Coverage - The State of Maine pays 85%-95% of employee-only premiums ($12,213.60 - $13,650.48 annual value) , depending on salary. Use this chart to find the premium costs for you and your family, including the percentage of dependent coverage paid by the State.
• Health Insurance Premium Credit - Participation decreases employee-only premiums by 5% . V